REPORT TO COUNCIL
SUBJECT
Title
Consider and Approve Amendments to Council Policy 7.2.18 Special Events, and Deletion of Council Policy 7.2.2 Public Postings of Notices at City Facilities
Report
BACKGROUND
Staff periodically reviews Council Policies to ensure the Council Policy Manual remains current, clear, and aligned with applicable law and Council direction. When proposed edits are limited to minor clarifications that do not alter the original intent of the policy, such as clarifying Council's intent or memorializing existing practice, those changes are typically approved by the City Manager, shared with Council, and processed without formal Council action. When proposed changes represent a substantive change in Council's original intent or introduce new policy direction, the revisions are brought forward for formal Council consideration.
The current Council Policy review effort has been incorporated into the Strategic Framework Workplan under the Responsive Government Goal as an operational project suggested by staff, Workplan Item GO-37 (Update Council Policies).
On February 3, 2026, Mayor Klein announced the formation of an Ad Hoc Advisory Committee on Council Policy Review and Updates, consisting of Mayor Larry Klein, Vice Mayor Richard Mehlinger, and Councilmember Charlsie Chang (RTC 26-0263). The Committee is working with staff to review the Council Policy Manual and Public Meeting Handbook and to recommend updates for consideration by the full Council.
EXISTING POLICY
Council Strategic Goal - Responsive Government
Council Policy 7.3.1, Legislative Management - Goals and Policies
• Goal 7.3B Assure that City policy is established, documented and enacted according to established procedures and legal principles.
• Policy 7.3B.2 Maintain Official records of City action and policy in a retrievable manner, according to legal convention.
Administrative Policy Chapter 1, Article 20 - Bulletin Boards
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental, organizational or administrative activity that will not result in direct or indirect changes in the environment.
DISCUSSION
The Ad Hoc Advisory Committee met on April 8, 2026, to review proposed amendments to one policy and the deletion of one policy. Following incorporation of the Committee’s input, staff is advancing the policies below for full Council consideration.
Proposed Amendment-Special Events Policy
As part of Strategic Framework Workplan Item GO-2 (Streamline Special Events Permitting Process), the Department of Library & Recreation Services has undertaken a comprehensive update of the City’s special events permitting process. The proposed amendments to Council Policy 7.2.18 Special Events represent the final step in this effort (Attachments 1 & 2). Key updates include:
• Clarification of Definitions: Definitions have been revised and expanded to improve clarity and consistency. New definitions for Co-Hosted and Co-Sponsored events more clearly distinguish levels of City involvement, including associated responsibilities, liability, and resource commitments.
• Fee Waiver Process: The current prohibition on fee waivers is replaced with a structured process allowing eligible organizations to apply. Eligible applicants include Sunnyvale-based 501(c) (or equivalent) nonprofits, public schools whose attendance boundaries include Sunnyvale; community college districts with campuses in Santa Clara County; and local elected officials representing Sunnyvale constituents. The process includes criteria and safeguards to ensure waivers are granted only for events that demonstrate a clear public benefit.
• Administrative Changes: Policy language has been updated to reflect current administrative practices and the role of Library & Recreation Services in overseeing special events. These updates align with Council’s approval of 1.0 FTE Recreation Services Manager in the FY 2025/26 Adopted Budget to enhance oversight of the special events process.
Proposed Deletion-Public Postings of Notices
Staff recommends deleting Council Policy 7.2.2 Public Postings of Notices at City Facilities (Attachment 3). Bulletin board management is a routine administrative function that does not require Council-level policy direction. Deleting this policy will streamline the Manual while maintaining compliance through existing administrative procedures (Administrative Policy Chapter 1, Article 20 - Bulletin Boards).
FISCAL IMPACT
There is no fiscal impact associated with this report.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the City Hall reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Approve amendments to Council Policy 7.2.18 Special Events; and
Approve deletion of Council Policy 7.2.2 Public Postings of Notices at City Facilities
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $500 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
___ Contract or franchise
EXEMPT FROM THE LEVINE ACT
___ Competitively bid contract*
___ Labor or personal employment contract
___ Contract under $50,000 or non-fiscal
___ Contract between public agencies
_X_ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Staff
Prepared by: Beth Goodsell, Senior Management Analyst
Reviewed by: Michelle Perera, Director, Library & Recreation Services
Reviewed by: Connie Verceles, Deputy City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Policy 7.2.18 Special Events (Redline Draft)
2. Policy 7.2.18 Special Events (Clean Draft)
3. Policy 7.2.2 Public Postings of Notices at City Facilities (Redline)